Transfers and Drops

Student Transfer A student is considered a transfer when she/he is active in this school and is changing ESes.  Transfer paperwork alerts Student Records that the student remains in the school database, but the assigned ES changes.

ES Transfer Policy:

  1. An ES may choose to transfer a student they are working with to another ES for the following reasons:
    1. The student has moved to a different location they do not serve.
    2. The ES is narrowing their geographic service area.
    3. The ES doesn’t serve the grade level of the student.
    4. The family wishes to be served by an RSP/ES.
    5. The family wishes to enroll in AESS and the ES does not have space for additional AESS students.
    6. The ES doesn’t feel safe in this situation (the ES Advisor needs to be consulted before a transfer is requested).
    7. The ES has a personality conflict.
    8. The ES feels another ES would better serve this family’s educational needs.
  2. An ES may NOT choose to transfer a student they are working with to another ES for the following reasons:
    1. Truancy issues (Consult your ES Advisor for proper procedure to deal with these students.)
    2. The family requests a lot of POs to be created.
    3. The family wishes the ES to do some educational research for them.
    4. The family wants report cards for the grade school students.
    5. The family is disorganized (ES should provide some organizational helps).
    6. The family misses scheduled meetings (Consult your ES Advisor for help).
    7. The family has complained to the ES Advisor (Allow ES Advisor to intervene and mediate in this situation).
  3. ES Transfer requests will be evaluated and approved/denied by the ES Advisor before the transfer will be processed.
    When an ES submits a transfer request for a family, the ES is responsible for notifying the family that a request has been submitted.
  4. A parent’s request for a change of ES will generate a phone call from the ES Advisor to the parent, and upon the Executive Director’s approval, is processed if there is space with another ES to make the transfer.

 

Student Transfer Procedure:

  1. To start a transfer within the transfer policy guidelines, fill out a Student Transfer form (in FRED/ view parent account, click on parent number/ES forms).
  2. Submit the transfer form to your ES Advisor for approval.  Your ES Advisor may wish to discuss the situation with you, make suggestions for you to try, and/or try to mediate any issues or situations between you and the family you work with before approving a transfer.  We strive to provide a consistent educational program for each student, and a change of ES during the school year can be a disruption.
  3. If the transfer is approved by your ES Advisor, or the Executive Director in your Advisor’s absence, submit the paperwork to the address on the form.
  4. Student Assignments will process the transfer immediately if a receiving ES has been indicated on the form, assuming that ES has an available space.
  5. Student Assignments will locate an ES who meets the indicated criteria on the Student Transfer form if no receiving ES is indicated on the form. Transfer students will go first to any newly hired ESs with available space.
  6. If no ES can be located to complete a transfer, Student Assignments will notify the Executive Director of the need for ESes.
  7. As soon as an ES space is available to complete the transfer, the current ES will be notified and asked to give Student Assignments the transfer date.
  8. The current ES needs to continue to serve a student until they are notified that the student has been transferred.
  9. When the transfer has been completed, the transferring ES completes the ES Transfer/Drop Checklist following the timeline listed on the form.  This is to be completed for all transfers, even those that are processed during summer break.  The checklist is then mailed to the ES Advisor.

 

Student Drop-Drop paperwork alerts the Student Records Department that the student is to be dropped from the school database.  There are two types of drops in FRED. Both are found by going to "view" students, and then clicking on the "student forms" tab.

1) The "Regular Drop" option is for a student that is withdrawing as a regular drop or a drop out and is not associated with graduation or completion.  (See drop status guideline  and truancy policy  for more information).  Please specify the reason (code) for the drop on the drop form as we are required by the state to track this information.  If a student is truant, please also mark this box.  A drop form must be completed for every student leaving this school who has been enrolled for any number of days.  When the drop form is completed for this type of drop, the ES does not have to mail the paperwork in, but must mark the "drop ready to process" button.  The ES must also complete the Disenrollment form.  Use the Disenrollment form to collect the information from the parent, and then input the information while you complete the drop in FRED.  Be sure to read the pop ups, and respond accordingly.  If at any time you come to a question that you do not know the answer to, simply select the “Cancel” button.  This will halt the process and the drop will not be completed.  You will then be able to log out and return to submit the drop once the information has been obtained.

(If a student is dropping after summer school, and is not a graduate drop, the regular ES submits a drop form with the drop date the last date of summer school.)

2) The Graduation/Completion drop form is also in FRED, but is a form that must be printed and included with the Grad/completion Packet.

Non-enrollee - If a prospective student does not enroll in the school, then he/she is considered a no-show. Please email Student Assignments (stuassign@ieminc.org) to notify them that the student did not enroll. Sometimes a prospective student fills out enrollment paperwork yet does not accrue any attendance days. When this happens, the student is marked as active rather than prospective. In this case the ES must fill out and submit a "Drop Form".

The ES is responsible for informing Student Assignments of any student related changes or adjustments.

These types of changes include the following:

 

Student Transfer Request and Drop Form

The ES who is assigned to a student is responsible for all paperwork which applies to that student. This includes all paperwork required for a transfer or a drop. All basic student and ES information on the Student Transfer and Drop Form must be completed:  ES number, ES name, Date submitted, Student number, Student name, Parent code and any changes in contact information, i.e., mailing address, phone numbers, email address. This information will help in the processing the change in student status.

As you are completing the Student Transfer Request and Drop Form, it is important to make sure you list the transfer date and drop date correctly. The Transfer Date is the last date of attendance with the current ES. The Effective Date of Student Transfer is the first day with the new ES. There are deadlines for the submission of learning record, attendance form and other required records.  Refer to the ES Transfer/ Drop Checklist in this document for a complete listing.

No changes in student assignment are official until confirmed via email.

If the ES knows who the student will be transferring to, then the ES requesting the transfer can fill in that ESs name.  However, if the ES doesn't know who the student will be transferred to, then that name will be filled in by Student Records.  The documents required to complete a student transfer are different from those required to complete a student drop.  See ES Transfer/Drop Checklist below for detailed information.

 

ES Transfer/Drop Checklist

The ES Transfer/Drop Checklist for mid-year transfers has been created to help the ES remember to submit necessary records in the course of a student transfer or drop. This checklist must be completed and mailed to the ES Advisor.  Keep a copy for your own records and send another copy (if transfer) to the new ES along with any required student information.
Disenrollment Form submitted: see http://www.connectingwaters.org/CWforms/disenroll.htm

Learning Records and Attendance Roll Sheets Each ES will remit electronic learning records and hard copy attendance roll sheets for any days that the student was listed as his/her student.  This is required even if there are less than 20 days represented by that learning record.

Report Card Report cards are to be submitted as appropriate.  K-8 students only need a Pass/Fail assigned unless the parent has requested a report card with grades.  High school students require grades and credits for courses taken.  For transfers, submit a report card if it is the end of the semester, (or send a list to the new ES of the current classes/grades/credits earned so far if it is mid-semester.)

Computer Transfer All appropriate computer transfer paperwork must be completed, if applicable.

Student Information sent to Receiving ES The ES who is 'losing' the student must give all documentation pertaining to that student to the ES who is 'gaining' the student, also including a copy of the ES transfer/drop checklist.

Materials Transfer and Missing Materials It is the responsibility of the ES to track materials checked out to the family.  All materials checked out for use to the dropping student must be returned to the ES as part of the drop process.  This should include all materials ordered for that student, all materials borrowed from the learning centers, all materials given to the student at intake if not fully used, and the writing prompts booklet.

When a family transfers from one ES to a different ES, materials should automatically follow the family in FRED.
For items not listed in FRED, the "losing" ES is required to inventory all items in the family’s possession before the transfer is complete, filling out missing materials forms for those items not accounted for. A printout of the materials list in FRED, a list of items checked out from the SURPASS Library, along with any paperwork in the student’s file that has items from prior to 9/15/2008, must be included in the inventory. In order for the "gaining" ES to actually take responsibility for the items, he/she would have to sign the inventory.
Any item not accounted for after the transfer takes place is still the responsibility of the "losing" ES. With a materials inventory sheet signed by the "gaining" ES, the "losing" ES could prove that he/she is no longer responsible for the items. (Use the FRED printout and the Family Inventory—Materials Checkout form for this procedure.)

Report Change of Address to Student Services

Portfolio All students who have been enrolled in this school with any school attendance are required to submit a portfolio, even if they do not remain through the end of the current semester (see portfolio section of the handbook for details).

POs Any outstanding POs must be printed and included in the paperwork.

 

  updated 10/20/2010